BABERGH DISTRICT COUNCIL
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY, 16 NOVEMBER 2010
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41 - Substitutes
42 - Declaration of Interests
43 - Minutes
44 - Petitions
45 - Questions from Members
46 - Finance and Performance Management 2010/11 Quarterly Monitoring Report (Quarter 2)
47 - Significant Business Risks Refresh
48 - Interim Internal Audit and Fraud Report 2010/11
49 - Appointment of Substitutes for Committees
50 - Workplan 2010/11
PRESENT: Mr D M Busby – Chairman
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Mr J R B Cave
Mr D G Grutchfield
Mr P J Holbrook
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Mr B Riley
Mr C A Roberts
Mr L H Young
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Mr J C Brand, Mr H N Todd and Mr D M Walton were unable to be present.
It was noted that, in accordance with Council Procedure Rule No. 5, a substitute was in attendance as follows:-
Mr L H Young (substituting for Mr D M Walton).
None declared.
RESOLVED
That the Minutes of the meeting held on 21 September 2010 be confirmed and signed as a correct record.
None received.
None received.
The Director of Corporate Services and the Director of Finance submitted a report (Paper K142) providing the Committee with a comprehensive and strategic assessment of achievements of the Council for the second quarter of 2010/11 across a range of areas including finance, risk and a number of elements of performance.
Also attached to the report, as Appendix C was the half yearly Treasury Management report. In accordance with new requirements contained in the Treasury Management Code of Practice this must be considered by Full Council.
During the consideration of this item a lengthy discussion ensued and a number of issues raised by Members including the following:-
· Planning Performance, appeals and caseload
· Voids and relet times
· Empty Business properties
· Legal fees
· Use of reserves
Officers agreed to provide further information to Members in relation to these and other specific queries that were raised. It was also agreed that in future Treasury Management reports a break down between the housing revenue account and general fund reserves would be provided.
RESOLVED
(1) That the key points relating to variances against the 2010/11 Babergh performance indicator basket (National Indicators (NIs), former Best Value Performance Indicators (BVPIs) and Local Performance Indicators (LPIs)) be noted.
(2) That the key areas of variance against the 2009/10 original budget and the projected outturn position for 2010/11 be noted.
(3) That a report be submitted to the next round of Overview and Scrutiny Committees if any significant performance variance issues are identified for further review and analysis.
RECOMMENDED TO COUNCIL
That the half yearly report on Treasury Management activities, as required by the Treasury Management Code of Practice and as set out in Appendix C to Paper K142 be noted.
The Director of Finance submitted a report (Paper K143) providing Members with an updated version on the results of the latest significant business risks refresh exercise. It was noted that this supersedes the report Paper K100 presented to the previous meeting of the Committee.
During consideration of this item it was agreed that for future meetings, Appendix A attached to Paper K143, the Strategic Risk Scenarios and Management Action Plans would be the base position and that only changes to the position would be included in future reports. In respect of Business Risk No. 7 “Localism & Community Engagement - Management Action Plan” it was noted that the Regional Spatial Strategy (RSS) does not now exist and should be deleted from the document.
In respect of Risk No. 1 Political and Managerial Leadership, reference should be made to the loss of key Management Team staff and also a possible change in Political Leadership following the May 2011 elections.
RESOLVED
(1) That the revised risk scenarios and Management Action Plan set out in Appendix A to Paper K143 be approved subject to:-
An additional bullet point being added under the “Trigger/Risk” column relating to the loss of key Management Team staff and a possible change in Political Leadership following the May 2011 elections.
(2) That the Council’s Significant Business Risk Register is updated accordingly.
(3) That the Overview and Scrutiny (Stewardship) Committee continues to monitor the management of these risks as part of the Performance Management Framework.
The Director of Finance submitted a report (Paper K144) informing the Committee of work undertaken by the Internal Audit and Fraud team for the period 1 April to 30 September 2010 and the results from reviews completed to date.
During consideration of this item it was agreed that future reports would include in the table referred to in paragraph 6.15 of Paper K144 how many prosecutions had been sought and that a carry forward figure would also be provided.
RESOLVED
That the content of the Interim Internal Audit and Fraud Team report for 2010/11 as outlined in Paper K144 be noted and endorsed.
The Director of Corporate Services submitted a report (Paper K145) proposing the introduction of a “pool” system of substitutes for Committees to replace the current system of named substitutes with effect from May 2011.
In addition it was also suggested that, as the Council currently has no provision to allow an ungrouped Member to substitute for another ungrouped Member, then the Constitution be revised with immediate effect to allow ungrouped Members to substitute for each other from a named pool.
RECOMMENDED TO COUNCIL
(1) That with effect from the Annual Council to be held in May 2011, the wording in Council Procedure Rule 5 of the Babergh District Council Constitution be replaced with the wording shown in Paragraph 6.4 of Paper K145.
(2) That with immediate effect an ungrouped Member from a named “pool” of substitutes be permitted to substitute for another ungrouped Member.
(3) That the Director of Corporate Services be authorised to make the necessary amendments to the Constitution.
The Director of Corporate Services submitted a report (Paper K146) which provided details of the Committee’s anticipated work for 2010/11 including any items that may be the subject of call in procedures.
RESOLVED
That the Work Plan submitted as Paper K146 be noted.
The business of the meeting was concluded at 1.25 p.m.
Chairman
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